HR and Administration Assistant

1 week ago


Doha, Baladīyat ad Dawḩah, Qatar People Dynamics Full time

1.

ROLE DETAILS:


  • Position title: Sr. HR & Admin Assistant
  • Reports to: Sr. HR Functional Officer


Department: Support Services
  • HR & Administration

2.

ROLE PURPOSE:


  • Assist HR Dept. in providing a high quality and professional personnel service through effective administration of HR, Admin, Payroll and General Services activities with an objective of achieving a productive work environment.

3.

KEY ACCOUNTABILITIES:

-
Payroll Input and Reconciliation

  • Assist in preparing spreadsheets for monthly payroll inputs of various reimbursements such as overseas medicals, overtime, travel expenses, etc. In order to maintain an efficient and organized practice.
  • Perform all data entry (attendance, vacations overtime, bonuses, recruitment information and others) relating to payroll to ensure all information is correctly and timely processed on the payroll system.
  • Reconcile all payroll data to ensure that any changes or amendments for the month are accurately made and are duly supported by the necessary documentation.
  • Receive employees' end of service notification and fulfil the final settlement procedures to settle their accounts.
  • Maintain any relevant documents pertaining to payroll in order to ensure availability for future reference.
-
HR Self Service

  • Answer simple routine queries on personnel matters for employees and refer more complex issues to line manager for solution.
  • Prepare both Arabic and English forms and documents for entitlements such as annual leaves, school/holiday passages, employee loans, grants and other payments as well as retirement documents for nationals in order to ensure smooth transitions and functioning.
  • Coordinate with employees regarding their payroll issues or complaints to ensure prompt and effective support and resolution.
  • Assist in coordinating with the PRO and staff for the completion of visa formalities, passport releases, transfer of sponsorships, etc. In order to ensure all required actions are undertaken to finalize matters.
  • Coordinate with Sr. HR Functional Officer for the preparation of relevant service documents, travel papers, hotel arrangements etc. In order to ensure the smooth running of the function.
  • Conduct annual leave formalities of staff such as arranging preleave medical examinations with the authorized clinics as well as arrange emergency air bookings and travel arrangements for employees proceeding on compassionate leave.
  • Prepare various special letters and documents such as Service Certificates for employees and release letters to police for expatriates who are involved in automobile accidents.
-
Administrative

  • Provide relevant necessary administrative support to the company in order to ensure the flow of activities in an effective and wellorganized manner.
  • Undertake bilingual administrative tasks including but not limited to reproducing material such as letters, faxes, memos, proposals, agreements, minutes of meetings, presentations and reports as well as dispatch them to appropriate addresses and retain copies in order to facilitate the smooth running of departments.
  • Monitor daily attendance, calculate employee's vacation balance and ensure the HR systems are accurately updated. Investigate and understand causes for staff absences, ensure all grievances and disciplinary actions are recorded and employee files are updated accurately for ease of future reference.
  • Make sure the Finance department has received a copy of vacation requisition form to take a financial action in case of unexcused absent to ensure all is document in employee's folder.
  • Assist Sr. HR Functional Officer in preparing Leave management reports.
-
Manpower Budget

  • Assist Sr. HR Functional Officer in providing input to the HR & Administration department budget and assist in monitoring financial performance versus the budget to highlight any variances for effective alignment.
  • Facilities Management
  • Liaise with the office landlord for all office maintenance, such as security, fire safety, airconditioning, refurbishing as well as take the required actions in order to ensure a wellmaintained office.
  • Follow up outsource services i.e., Plan Maintenance, Access Cards, General Cleaning etc., to ensure all services provided are in line with the company's expectations.
  • Assist Sr. HR Functional Officer in scheduled and emergency maintenance of all equipment & electrical/ mechanical systems to ensure efficiency of the company's operations.
  • Assist Sr. HR Functional Officer in preparation of the schedule of tasks for the maintenance team for daytoday maintenance works.
  • Review complaints/ maintenance requests logged by employees and escalate to Sr. HR Functional Officer for necessary approval.
  • Verify & ensure the record of all equipment (photocopier, fax, safe, computers, currency counting machine, etc.) delivered office and monitor the maintenance cost accordingly.
-
Procurement

  • Act as a backup for Sr. Procu

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